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Tag: Priorities

  • Why Saying ‘Yes’ to Everything Leads to Failure | Entrepreneur

    Why Saying ‘Yes’ to Everything Leads to Failure | Entrepreneur

    Opinions expressed by Entrepreneur contributors are their own.

    As people strive more and more for achievement, most of them become workaholics and get too involved. We all know how appealing it is to say “yes” to almost everything that comes your way because, who knows, you might get a promotion or be in the spotlight. However, this tendency often leads to a paradoxical outcome: failure.

    Now that we have examined the danger, let’s consider the following practical approaches to overcome it.

    Related: Overworked? Here Are 4 Easy Steps to Say ‘No’ and Stop Stressing.

    The illusion of infinite capacity

    At the heart of overcommitment lies a fundamental misconception: the understanding that the capacity for improvement is endless. It happens that we, as businesspeople and managers, think that we are capable of taking on more and more work. But in fact, time and energy are scarce goods that limit us in some way. It is important not to spread ourselves too thin across too many things, as this ultimately weakens our presence in everything we are involved in.

    The productivity paradox

    It is evident that doing more does not necessarily mean achieving more in this life. It is generally very unwise to engage in a lot of activities because this can have a very negative impact on productivity. Here’s why

    1. Decreased quality of work: Multitasking is usually characterized by decreased quality in the projects or tasks we have in our hands. We often work very fast, do not pay attention to the fine points and end up making errors. This not only affects the result but reputation as well.

    2. Increased stress and burnout: This is because overcommitment results in increased stress levels. Stress and feeling pressured to meet certain deadlines, for example, may lead to burnout and have adverse effects on the body and mind.

    3. Missed opportunities: When you are constantly agreeing to everything, you may not see any valuable opportunity coming. As we continue to be consumed with the low hanging fruits, our ability to capture the right opportunities is reduced.

    Consequences of not saying “NO”

    For instance, let’s consider a tech company called XYZ. The founder of XYZ startup may accept every invitation for a meeting, partnership and speaking engagement. First, this may appear as an effective way to develop the brand and expand the network. However, the founder is often left overwhelmed, struggling to manage and unable to adequately attend to the business.

    The product development cycle is slowed down, customer satisfaction levels decrease, and the overall growth of the company comes to a standstill in the end; the startup exits, not because there are no opportunities but because it cannot utilize them properly.

    Related: 8 Ways to Say ‘No’ So You Say ‘Yes’ to What Matters Most

    The art of saying “no”

    The ability to say “no” is essential for any manager to learn. It is not that one has to be unhelpful or discouraging — it means that one is smart enough to understand that he cannot do everything or be everywhere and do everything at any given time. Here are some tips that will guide you toward the realization of this noble goal.

    1. Define your priorities: First, analyze your needs and define your main aims and values. That way, you get a better perspective on the opportunities available according to your priorities and which ones do not meet your priority list.

    2. Evaluate the impact: First of all, one should determine how much that task is worth pursuing in terms of results that it can bring. Even if a study aligns with your research aims, will it move you forward substantially in achieving them? To analyze this, we need to decide whether it is worth the time and effort required. If the answer is no, it is most likely better to refuse whatever is offered.

    3. Set boundaries: Boundaries are important for ensuring that there is no interference with the progress of the work or goals to be accomplished. Be clear with the people around you, your team members, colleagues and partners when conveying your limits to them. Make the time you’re able and willing to be available for others clear, as well as the time when you have to focus on important things.

    4. Delegate wisely: It is not a rule that you have to do everything yourself. Try to transfer routine duties that can be performed by other people to them so that you will be able to focus only on the most important operations. Be confident in your people and give them full authority to do their work.

    5. Regularly review commitments: Try to analyze from time to time what you are busy with and what is really important and effective. Are those tasks aligned with your goals and purpose? If not, do not be afraid to go back and think about what you committed yourself to and perhaps alter the plans.

    Prioritizing effectively: The Eisenhower Matrix

    The Eisenhower Matrix is one of the most widely known and effective tools for sorting out tasks by their priorities. This basic framework allows you to sort tasks carefully due to their urgency and significance.

    1. Urgent and Important: Activities that are urgent and strategically relevant to your objectives and priorities. These should be your top priorities.

    2. Important but Not Urgent: Activities that are important for achieving long-term goals but do not need to be executed soon. Organize these tasks and ensure they have a time slot.

    3. Urgent but Not Important: Chores that need to be accomplished soon, yet will not contribute much to helping you achieve your objectives. If possible, these tasks should be delegated by the person in charge of the project.

    4. Not Urgent and Not Important: Activities that you think are not relevant to the achievement of your objectives. Avoid or reduce them to allow time for other, more significant chores.

    When using the Eisenhower Matrix, one is able to avoid getting lost in a plethora of things to do, which ultimately leads to overcommitment.

    Related: The Art of Ruthless Prioritization

    Lessons learned from my personal experience

    Reflecting on my own experience, I know how dire the consequences of overcommitment can be. In the earlier stage of my career, I used to think that the say-yes approach was the way to go. I became a participant and member of every project, meeting and invitation that I received. Before I knew it, I was submerged in distress and concerned about my ability to deliver high-quality papers. Some vital projects faced some slippages, while my efficiency took a massive hit.

    It took a little while to finally knuckle down and start prioritizing and know when to simply say “no.” Thus, I maintained high productivity rates by prioritizing the most critical activities, offloading assignments and defining expectations. This change not only benefited me in terms of effectiveness in the workplace but also the quality of the work produced as well as my personal health status.

    Overcommitment is something that often happens to many leaders and entrepreneurs. You need to learn what can go wrong if you are going to avoid the pitfalls and attain more success with proper prioritization.

    Chris Kille

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  • Deathbed Motivation: The Top 5 Regrets of the Dying

    Deathbed Motivation: The Top 5 Regrets of the Dying

    If you were on your deathbed right now, what would your biggest regrets be? The answer can change the way you decide to live the rest of your life.


    Thinking about death can change how we live our lives. Our time on Earth is limited, and this realization can completely shift our perspective. It puts our real values and priorities into sharp focus, causing us to step back and re-evaluate if we are living our current lives in the best way possible.

    When I was going through a period of depression in college, I would take the bus to the local cemetery by myself with nothing but my camera. I’ve always been comfortable with solitude and doing things alone, but these cemetery walks were an especially meaningful and humbling experience for me. Walking among the graves and reading the names of people I’d never know showed me that life is much bigger than my ego. The realization that death is a necessary part of life sparked me to reevaluate and see the bigger picture behind my choices and actions.

    These cemetery walks were a powerful reminder that I would be dead one day too – but not yet – and that filled me with a sense of power and responsibility so long as I’m still breathing.

    How people think about death can have a profound effect on their psychology. Some people face the prospect of mortality by ignoring it and engaging in escapist behaviors driven by materialism (“buy more things”) or hedonism (“seek more pleasure”). Others embrace the prospect of death and recognize that it means they need to make the most of their time here before it’s too late.

    In the popular book The Top Five Regrets of the Dying: A Life Transformed by the Dearly Departing, Bronnie Ware documents her experiences in palliative care, working closely with those who had terminal illnesses or were approaching the end-of-life. She identified five main regrets of the dying based on conversations and confessions with those on their deathbeds.

    This article will outline her main findings along with my personal thoughts on each one.

    Deathbed Motivation: Top 5 Regrets of the Dying

    According to Bronnie Ware, the five most common regrets shared by people nearing death were:

    “I wish I’d had the courage to live a life true to myself, not the life others expected of me.”

    It’s cliché but true: you only have one life to live.

    Many people cave to social pressures to choose paths in life that are expected of them, such as what school to attend, or what career to pursue, or what types of relationships to cultivate. However, what brings one person happiness isn’t necessarily what brings another person happiness. If we only try to make others happy, we often end up neglecting our own needs, wants, passions, and ideals.

    Understanding your core values is one of the most important steps you can take in life. Knowing what you really want will help you make choices that are harmonious with what you really care about, not just what you think you “should do” or “ought to do.” One interesting study published in the journal Emotions found that our most enduring and long-lasting regrets are usually “ideal-related,” such as personal goals and aspirations.

    Our biggest regrets are often the things we didn’t do but always wanted to, like starting a rock band, or writing a book, or traveling to a place we always wanted to visit.

    “I wish I hadn’t worked so hard.”

    Most people don’t lay on their deathbeds thinking, “I wish I spent more time at my job.”

    Work is important and it can be fulfilling, but many people in today’s world become myopically focused on advancing in their jobs/careers or making more money by any means necessary (sometimes even in unhealthy, destructive, or unethical ways).

    We wrongly believe that wealth is the only real measure of value in life, and thus we get distracted from other important things like spending more time with family, taking care of our health, giving back to our community, or pursuing personal passions.

    In our materialistic and consumerist culture, nothing seems more important than “working hard” and “making money,” but as the saying goes, “You can’t take it with you when you die.”

    “I wish I’d had the courage to express my feelings.”

    We often have trouble expressing our true feelings toward people because we see emotions as weakness or we don’t want to risk being vulnerable.

    This is especially true when it comes to feelings of love, gratitude, and appreciation. There are some families, cultures, and couples where it’s rare to hear the words, “I love you,” or “I appreciate you.” The feelings are taken for granted, but they are never explicitly said.

    It’s important that we learn to express love and appreciation toward others while we still can (including toward family, friends, loved ones, or mentors), because we will often regret it if we miss our chance.

    Recently I wrote my mom a thank you letter for her birthday. It helped me communicate a lot of feelings that I’ve always had but were difficult to say out-loud. It felt like an emotional weight was lifted off my shoulders once I finally expressed my tremendous gratitude for her and everything she’s done for me.

    There are also people I’ve lost in life whom I was never able to tell that I appreciated them. Those are regrets I’ll have to live with – the crucial lesson is don’t miss the opportunity to tell people you love them while you still can.

    “I wish I had stayed in touch with my friends.”

    One common theme in life is that relationships come and go.

    Our circle of friends often changes dramatically throughout high school, college, and into adulthood, especially when we move to new places or leave our hometowns. We tend to lose touch with people over time. Those who were once “best friends” we now go years without even speaking to.

    In theory, it’s easier to stay in touch with people now more than ever; old friends and family are just a call, text, or email away, yet we rarely take advantage of these opportunities.

    It’s never too late to check in on past connections. It can seem awkward at first to reach out to those we haven’t seen in years, but often they will appreciate the gesture and you both will enjoy reconnecting and reminiscing about your shared past.

    The simple act of checking in on people on a regular basis (such as holidays, birthdays, reunions, etc.) can preserve our social connections over time and remind us all the positive relationships and social support we have. Each person you stay in touch with is another layer of meaning in your life.

    “I wish that I had let myself be happier.”

    People are too busy these days to be happy.

    We get easily trapped in the hustle and bustle of daily life with work, school, chores, family, and other responsibilities and obligations. In the midst of all this, many forget the simple art of stepping back and finding happiness in the moment.

    You don’t need to wait for something life-changing to be happy. Many people don’t realize that happiness is in their control and you can start finding it in little things, like savoring positive experiences, counting your blessings, having things to look forward to, and prioritizing positive activities. These are habits that are available to anyone no matter what their current situation is in life. You don’t need to be rich or famous; in fact, sometimes those people are the most distracted and least happy.

    If happiness is a skill, then it’s something that’s worth learning. It isn’t magic, it’s a direct result of how you think, act, and view your world.

    The Time That Remains

    If you are reading this right now, then you still have power over how you live the rest of your life. Every new breath is a symbol of this power.

    Which of the big five regrets do you relate to the most? Living too much by other people’s expectations, focusing too much on work, not communicating your true feelings, losing touch with old friends and family, or simply not finding time for more happiness?

    These are important questions worth reflecting on. Take a moment to imagine yourself on your deathbed, which regrets would hurt the most? What can you still do about it?


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    Steven Handel

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  • Mid-Year Reset Worksheet (PDF)

    Mid-Year Reset Worksheet (PDF)

    As we reach the halfway point of the year, it’s the perfect time to take a short pause and reflect on our progress, goals, and intentions moving forward.


    Download:

    Mid-Year Reset Worksheet (PDF)

    Related Reading: Fresh Starts: How to Use Landmark Dates to Spark a Change

    Check out more self-improvement worksheets here!

    Steven Handel

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  • Under the Dome: Democrats running for attorney general tell us their top priorities

    Under the Dome: Democrats running for attorney general tell us their top priorities

    Each week, join Dawn Vaughan for The News & Observer and NC Insider’s Under the Dome podcast, an in-depth analysis of topics in state government and politics for North Carolina.

    Each week, join Dawn Vaughan for The News & Observer and NC Insider’s Under the Dome podcast, an in-depth analysis of topics in state government and politics for North Carolina.

    Hello and welcome to your Under the Dome newsletter. Avi Bajpai here.

    The North Carolina primary election is a little more than two weeks away, and in-person early voting has begun.

    Through 3 p.m. on Saturday, March 2, North Carolinians can visit an early voting site, the locations of which can be found on the website of the State Board of Elections, and cast their ballots. You’ll need to bring your photo ID when you go to vote. If you’re unsure which races are on your ballot, you can find your specific sample ballot on the election board’s website as well.

    Last week, we took a look at the governor’s race, and what the Democrats, Libertarians and Republicans running for the state’s highest elected office had to say about the issue of casinos in their responses to the candidate questionnaires we sent them.

    Since then, GOP legislative leaders have said the chances of a casino bill being voted on during the upcoming short session are slim, although separate action to legalize video lottery terminals could still happen, Luciana Perez Uribe Guinassi reported.

    This week, we’re taking a look at the answers to our questionnaires from the three Democrats running for attorney general, the other prominent, high-profile race that is on the ballot this year.

    In each of these questionnaires the candidates answered a range of questions, but today, we’re focusing on what Jeff Jackson, Satana Deberry and Tim Dunn told us regarding their priorities for the attorney general’s office, how they think law enforcement agencies can recruit and retain more officers, and if there’s an issue on which they disagree with their party.

    Top priorities as attorney general

    Jeff Jackson: “The fentanyl epidemic is killing people in our state each day. As attorney general, I would support a two-front approach that targets both supply and demand. That means advocating for effective addiction treatment for users as well as aggressively pursuing the elements of organized crime that traffic fentanyl into our state and distribute it via a number of regional cells.”

    Satana Deberry: “The protection of reproductive rights and health care access; the protection of voting rights and prevention of political violence; the consumer protection of North Carolinians against scams, wage and labor theft, and environmental degradation.”

    Tim Dunn: “Protect constitutional rights: of life and liberty, to vote, of public safety, and women’s rights • Reduce gun violence and violent crime: by supporting local and state law enforcement and district attorneys • Improve: juvenile justice system • End: fentanyl and opioid epidemic • Prosecute: corporate criminals and environmental polluters.”

    How can law enforcement agencies recruit and retain more officers?

    Jeff Jackson: “I have supported state and federal efforts to pay our officers more. There is no way to recruit and retain high-level talent without offering competitive compensation. I fully support high standards for training, but if we raise our expectations for officers we need to also raise their salaries. Otherwise, many of them will find alternative employment that doesn’t regularly put them in harm’s way.”

    Satana Deberry: “State and local agencies all have the same problem — they do not pay people enough to do jobs that are difficult and require a high level of skill. Many officers cannot afford to live in the communities in which they work. This creates a situation where those officers have less investment in the public safety of that community.”

    Tim Dunn: “Law enforcement is an honorable, selfless, sacrificial, dangerous, yet vital role, in our society. We must show our law enforcement the respect they are rightfully entitled to and thank them for protecting and serving us. We must provide them the best training. I will require a thorough review of our training standards to ensure we provide the best training. We must provide proper recognition, including increased pay. They do not get paid a proper salary for the services that they provide.”

    An issue where you disagree with your party

    Jeff Jackson: “My party made an enormous mistake by not ending gerrymandering and enacting independent redistricting when it had the chance. Now the other party is in power, and they’re making the same mistake by refusing to allow an independent redistricting process. No matter which party is in power, when politicians use partisan redistricting to favor themselves, the voters lose. We have needed independent redistricting for a long time, and I fully support it.”

    Satana Deberry: “My position on every issue is the position that supports the constitutions of North Carolina and the United States.”

    Tim Dunn: “(Neither) the far-left fringes, nor the far-right fringes of each political party need to be running our government. We need public servant-leaders, regardless of political party, who are dedicated to preserving our U.S. and N.C. constitutions, uphold the rule of law, and will abide by the oaths they swore to. Our government, from city hall to the White House, is only as good and effective as the people we elect to represent us. That is precisely why I am running to serve as our N.C. attorney general.”

    That’s all for today. Check your inbox on Sunday for more #ncpol news.

    Avi Bajpai is a state politics reporter for The News & Observer. He previously covered breaking news and public safety. Contact him at abajpai@newsobserver.com or (919) 346-4817.

    Avi Bajpai

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  • Redefine Boundaries Between Your Life and Career to Perform Your Best | Entrepreneur

    Redefine Boundaries Between Your Life and Career to Perform Your Best | Entrepreneur

    Opinions expressed by Entrepreneur contributors are their own.

    Does this sound familiar? You’re on the edge of burnout. You haven’t done anything “nice” for yourself in a while and you’re constantly putting other people’s needs above your own. The needs of your company, the needs of your family and the needs of your community are always a higher priority, and now there’s no more energy or room for you.

    As a diversity, equity, and inclusion (DEI) consultant with a background in organizational psychology, I understand why some people constantly put themselves behind others and, consequently, burn themselves out. Marginalized people often do that. They code-switch to fit in with the dominant culture as a means of survival. Their needs are always last in the hierarchy.

    It turns out, that up to 89% of Americans have experienced symptoms of burnout. That has to change. You can’t show up as your best — at work or with others — if you don’t take care of yourself first. I’m inviting you to take a step back from burnout and embrace radical self-care. Here’s how.

    Related: How Code-Switching Hurts People of Color in the Workplace

    What is “radical self-care”?

    Radical self-care is a continual process that involves the conscious and proactive decision to care for yourself by engaging in activities that regularly feed your wellbeing. Radical self-care allows you to prioritize yourself and put self-supporting needs before others’ needs to reduce the impact of stress, burnout and emotional disarray. Self-care isn’t just a “phrase;” it involves intentional actions that allow you to be more cognizant and aware of your physical, mental, emotional, spiritual and relational health.

    Why radical self-care matters for professionals

    You’re running a company or you’re an employee with lots of responsibility and stress. People depend on you to lead and contribute. But if you’re burned out and exhausted, how can you be your best self? How can you show up when it matters most?

    Before burnout and ball-dropping happen, be radical about your self-care — that is, don’t just make it a “nice to have” practice in your routine. Make it a necessity. This is particularly important for professionals belonging to marginalized communities. Marginalized people face a disproportionate burden in society dealing with microaggressions, glass ceilings, and the like. Fortunately, prioritizing radical self-care can be a tool to counter some of the draining impacts of systemic racism, discrimination and trauma.

    Related: Women Founders Need Radical Self-Care. Here’s How to Make It Happen

    3 pillars of radical self-care

    If you’re new to self-care, here’s what it can look like in practice. The three pillars of radical self-care involve the mind, body, and spirit which — contrary to popular belief — are not all separate entities working independently to keep you alive. They’re cooperators in your lived experience, and all work to keep you balanced and well for all of your endeavors. For practical purposes, let’s reframe mind, body, and spirit and refer to them respectively as mental and emotional, physical and purpose. Each area needs nourishment, so schedule time to engage in activities that provide that nourishment. Here are some ideas.

    To nourish your mental and emotional wellbeing:

    • Have a lazy day.
    • Say “no” more often.
    • Limit your news consumption.
    • Spend time communing in nature.

    To nourish your physical wellbeing:

    • Eat healthy foods.
    • Go on a walk.
    • Drink water.
    • Sleep 6-8 hours per day.
    • Hit the gym or go to a studio.

    To nourish your purpose and get closer to it:

    • Meditate
    • Journal
    • Do a good deed.
    • Volunteer for a cause.

    How to prioritize radical self-care

    If you struggle to make time for yourself, try this: say “no.” I know it’s tough, but hear me out. When you say “no,” you make time for your “yes.” If you’re assigned an obligation that isn’t in your skillset and would take you days and weeks to figure out, you can say “no, thank you” and request it be assigned to someone else. If colleagues are meeting for drinks after work, but you know drinking alcohol isn’t great for your mental or physical wellbeing, simply say “no” and use that time to do something that nourishes your spirit instead.

    When it comes to your family, if taking a half day away from the kids or family members would be nourishing to you, say no to obligations that force you to be present and find a way to negotiate some private time. You have more power with the word “no” than you might think.

    For those with busy schedules, set aside a particular day or time of day as your radical self-care block — whether it’s every Friday or noon on weekdays. Tell your friends and colleagues you won’t be available and do something for you during that time slot. Don’t skip it when something comes up — instead, stick with it. Whether you’re simply going for a 30-minute walk on your lunch break or taking that time to journal and meditate, have a dedicated time every day or week that you can rely on to deepen your radical self-care practice.

    Related: Here’s Why Your Team Needs to Say ‘No’ More Than ‘Yes’

    Final thoughts

    Despite common belief, you don’t have to be “on” all the time, moving through the world as if you are impervious to trauma, stress and burnout. You can manage the effects of losing your stamina, falling out of touch with your purpose, and generally needing time to rest by implementing radical self-care.

    That can look like saying “no” to obligations that drain you and assigning those obligations to someone else. It can look like taking mental health days once a week or month. It can look like actually using your paid time off instead of letting it accumulate for the holidays. Self-care can be more of a choice than we think, and it’s not a selfish choice. Prioritizing it in your professional and personal life can help you stay well and present for all of the endeavors and people that matter most.

    Nika White

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  • The Value of Hyper-Focus: Why You Must Stop Stretching Your Attention Across Too Many Priorities

    The Value of Hyper-Focus: Why You Must Stop Stretching Your Attention Across Too Many Priorities

    Opinions expressed by Entrepreneur contributors are their own.

    Every company, founder and leader has a hierarchy of basic values that are typically universal, usually predictable, but always required. You don’t need to hear another rendition on why a focus on culture is so critical or why a mission statement that is integrated into all layers of a company is key to success. We get it, and we know — these are all good things.


    Jessica Peterson | Getty Images

    But I want to take this a step further. I want to explain why hyper-focusing is so game-changing that without it, mere focusing has little to no value. When I hyper-focus, I feel so mission-oriented to accomplish, unlock or optimize whatever I’m zeroed in on. But without hyper-focus, I’ve come to realize that simply focusing on something is too broad, too macro and too blanketing that I leave unimpressed. A sense of direction comes through focusing, but results only come from hyper-focusing.

    There are many areas of a P&L, strategy, mission, etc. that demand a state of hyper-focus. Below are a few examples:

    Related: 18 Proven Ways to Stay Focused That Increase Productivity

    Stop focusing on channel, competitor and retail consumption data for anything beyond trends. Start hyper-focusing on store-level data to create trends.

    Most have access to consumption data packages to drive key decision-making and insights. There is no competitive advantage to this data as it is too macro and accessible to drive any meaningful insights that inform tactical decision-making. Instead of focusing on channel and retailer consumption, take your data approach a level deeper to store-level consumption. Create hyper-focused markets using store-level numbers to test, learn and create a playbook for success that can be lifted and shifted to other markets. This is how you create trends vs. report on trends.

    Have tunnel vision that is hyper-focused on your company, only

    In consumer industries, there is a high risk of getting distracted by what is happening in the industry broadly. This is due to the large number of sales trade shows, supply trade shows, industry events, industry PR, industry Slacks, etc. When you focus on weekly valuation headlines or daily brand highlight reels, you inevitably feel the urge to catch up and grab your share of buzz at the expense of more meaningful uses of time. Have tunnel vision on your company, only. A well-thought-out strategy does not get impacted by what others in the industry are doing. Remain hyper-focused on your company at all costs.

    Hyper-focus on your core products before you add more

    Too often I see consumer brands proliferating their assortment of offerings before the brand has even cracked meaningful household penetration on its core product line. $100MM in net coming from five SKUs is infinitely more meaningful than $100MM in net revenue coming from 20 SKUs. When it comes to value creation, it is often more valuable to not do than to do. History is against you. Out of the tens of thousands of brands that have launched over the past decades, there are arguably less than five brands that have innovated in multiple categories and created a brand equity that is equally tied to each. Shoppers are humans, and humans are predictable. You will never go wrong with hyper-focusing on the core. But the odds are against you when you lose your hyper-focus to go beyond the core.

    Related: 7 Ways to Refocus on What’s Truly Important

    These are just several of the areas where I believe entrepreneurs must hyper-focus in order to maximize productivity and impact. Even outside of consumer products, founders are generally limited by their two scarcest resources: their own time and . The more diffuse your focus is across various tasks, the less you will thrive and succeed in your priority areas.

    Mark Olivieri

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  • Is Your To-Do List Overwhelming? Here’s What You Need to Do.

    Is Your To-Do List Overwhelming? Here’s What You Need to Do.

    Opinions expressed by Entrepreneur contributors are their own.

    Do you feel extremely overwhelmed from looking at your to-do list? Do these tasks feel infinite and impossibly daunting? Do you dread opening your laptop with the idea of facing your unorganized, messy assignments? We’ve all been there.

    More often than not, going through your tasks may feel like wading through waist-high sand. This may sound trivial, but work stress often comes from task disorganization, making them look more difficult than they actually are. Worse, it can deter your motivation, productivity and sense of accomplishment. From swamped emails to meeting deadlines, the anxiety of not knowing where to start or how to finish can burn you out.

    Perhaps it’s about time to regroup and rethink the ways to manage your overwhelming to-do list. Here’s how:

    Related: The Hidden Secret to Completing Your To-Do List

    1. Delete low-priority tasks

    The truth is you can’t do it all. The first step to managing your to-do list is to sort your tasks according to priority. Keep an eye on your low-priority tasks. Quickly go over them and assess their importance. If deemed inconsequential, delete them. The reality is some tasks are better deleted than completed. Just because they’re on your to-do list doesn’t mean you have to do them.

    Low-priority tasks are jesters in a deck of cards. Oftentimes, they’re there for no reason, and yet they’re the biggest obstacles that prevent you from completing your high-priority workload. For one, low-priority tasks don’t age well. They may have displayed importance the moment you captured them, but some tasks simply resolve on their own and no longer require further attention, making them obsolete. In fact, they are often tagged as “no priority.” Not only do they make your list a lot longer than it is, but it takes you in a completely different direction, hindering your productivity.

    Use your sense of discernment in determining their relevance. For each task, ask yourself, “Is this necessary?” If the answer is “no,” delete them, move on, and don’t waste your time.

    2. Batch similar tasks together

    It’s important to remind yourself that you’re human, not AI. Unlike a computer, you can’t effectively run multiple processes at a time. The brain takes time to process whenever you switch contexts, halting you from finding your flow.

    The key to productivity is by getting into the groove. Once you’ve found your rhythm, it will be much easier for you to go with your workflow effectively and efficiently. Being in the zone is key to accomplishing tasks quickly without compromising their quality. The trick to this is grouping similar tasks together.

    Task batching is an effective productivity strategy that helps you avoid context switching. By categorizing your work, you’ll be able to find a perfect approach that applies to a variety of assignments, making it feel like it’s just one fluid execution rather than mentally jumping back and forth from one type to another. Not only will this make your to-do list a lot more organized and easy on the eyes, but it will also improve your speed and efficiency.

    Related: The 5-Minute Solution That Can Transform Your To-Do List

    3. Make a list of completed items

    On top of your to-do list, it’s equally important to include your completed items. This will not only help you track your progress, but it will also help boost your confidence by knowing how productive you have been. If it’s taking a long while to fill your completed items, that’s your cue to reconsider how to improve your speed. Perhaps you’re taking too long on a task that’s not necessarily urgent? Perhaps you’re spending too much time in your inbox? Perhaps you’re prioritizing obsolete tasks? It’s your opportunity to reassess and adjust to hit your daily quota.

    4. Don’t overcheck your inbox

    Did you know that most professionals spend more than two hours of their time at work checking their emails without even realizing it? From waiting for responses and digging through old attached files, to simply mindlessly scrolling, over-checking your email is one of the leading productivity deterrents in a workplace. Ideally, one shouldn’t spend more than 30 minutes in their inbox. Remember that it’s a communication tool, not your task manager. Not only does it interrupt your flow, but it interferes with your work execution. My friend Yoel Israel, CEO of WadiDigital, once told me during a collaborative work session that I spend too much time in my inbox. I agreed with him and fixed it.

    Keep in mind that emails can wait. They don’t bear significant weight in the urgency of your tasks. Consider alloting a good amount of 25 to 30 minutes a day for checking your inbox — 15 minutes in the morning and another 15 in the afternoon. Or you can evenly divide it into seven minutes every 2 hours.

    Related: Find a To-Do List Strategy That Works for You

    The is to always be on top of your to-do list. From the level of urgency and degree of importance to the type of context, the key is to be organized to achieve clarity on what to do first, what to do next and what not to do. Strategize, launch your tactics, and attack. Control your tasks; don’t let your tasks control you.

    Omri Hurwitz

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